This procedure will
help you clean up your customers` telecommunications closets.

Tom Suder

End-users who think
the appearance of the telecommunications closet (TC) should take a back
seat to all the "more important" issues that surround a network should
think again. Shamefully disorganized TCs, with patch cords strewn about,
are a pox on the cabling industry, yet are often the sole image that our
industry provides to outside observers.

Users do not typically
see most of a network`s infrastructure because cabling runs above ceilings,
under floors, and through raceways and other devices designed to conceal
it. Yet the only thing that keeps onlookers from discovering the rat`s
nest in most TCs is the closet door. One glance behind that door and an
outsider would find it difficult to believe that the cabling industry
has in recent years forged an identity as an indispensable sector of the
modern computer network.

The procedure outlined
here will take you step-by-step through the cleanup of a telecommunications
closet. It has been implemented for Andersen Consulting (see "Andersen
Consulting puts patch-cord management plan into action," page 154) and
other end-users and is designed to be flexible enough to work in any TC.
The plan provides a quick cleanup and does not just lead to a neatly maintained
patch-cord management system; it keeps the system organized.

I strongly recommend
that an experienced cabling contractor be responsible for cleaning up
a patch-cord management system, so this procedure is geared toward this
type of individual.

Pre-cleanup organization

Because a TC cleanup
is typically performed over a weekend, proper planning for the project
is essential. Although we live in a world of pagers and cellular phones,
not everyone or everything is available 24 hours a day, so be certain
ahead of time that you have the resources and materials you will need
to complete the job. Following is an outline of initial steps that will
help you determine the scope of the cleanup project:

- Consult with primary
contact--Interview the end-user, or customer contact, who is responsible
for the patch-cord management system. Ask how the system is managed and
ask what problems typically occur. Find out when the TC was last cleaned.
Typically, an end-user will have tried to clean the system at least once
since it was installed.

- Establish a list
of patchers--In large organizations, you may find that a few people do
most or all of the patching. Create a list of those individuals for reference
throughout the project.

- Develop a management
survey--Thoroughly examine the patch-cord management system at least two
weeks before the scheduled cleanup. This will provide you with enough
time to order additional materials if they are required and to schedule
technicians for the weekend work. Review the end-user`s patch-cord management
methods and look for problems, such as an inadequate number of horizontal
cable managers and vertical cable managers that are too small for open
racks. Other environments, especially cabinets, may be too restrictive,
so you may have to add custom-made vertical managers to increase management
capacity or provide an alternate route for patch cords behind horizontal
rails in the cabinet. Wall fields do not always have enough large horizontal
cable managers to accommodate the number of cords that travel through
them.

- Determine cord-manager
requirements--After reviewing the cord managers, determine whether or
not additional managers will be required in the future. Typically, patch
panels cannot be moved because cables are terminated to them, and the
panels are essentially formed in place. So you have to use horizontal
managers to work around this obstacle. Usually, you can install additional
horizontal managers at the top and bottom of the management system, or
replace current managers with larger ones. You will most likely have to
replace existing vertical managers with larger ones. Remember that the
key to good patch-cord management is for each patch cord to be readily
accessible. The more restrictions you put on a cord, the harder it is
to route and trace that cord.

-Calculate patch-cord
size requirements--Take a patch-cord adjuster kit and 20 feet of 4-pair
cable. Cut the cable to determine the optimum length of your patch cords.
By applying the PerfectPatch patch-cord adjuster, you can adjust the length
of your patch cord by as much as 60%. You can typically use 5- and 7-foot
patch cords in racks and cabinets.

-Count patch cords--Count
all the patch cords in the management system.

-Draw diagrams--Diagram
the management system, indicating the layout of the patch panels and cord
managers. If you can, also photograph and videotape the patch-cord management
system (always ask the end-user for permission first). Photographs and
videotapes are a great visual benefit when you are back in your office.
When reviewing the diagrams, photos, or video, indicate problem areas
and possible solutions.

- Understand equipment
setup--Ask the end-user if the concentrators that you are patching into
are segmented for users. You will need to know, for example, if four boards
are designated for 10Base-T users and three boards are designated for
100Base-T users, so that you can properly label the ports at the time
of cleanup.

- Segment the project
if necessary--If you are dealing with multiple patch-cord management systems,
break down the project into several parts so you can get a feel for the
end-user`s requirements. Doing this will also give the end-user time to
get familiar with the cleanup project. Also, once the first segment is
complete, you and the end-user can cooperatively refine the process as
necessary for the remaining management systems.

-Give initial feedback--After
you complete your examination, discuss your preliminary findings with
the end-user and follow up with a call and estimated cost report. I recommend
providing a time-plus-materials price with a "not-to-exceed" clause. This
approach provides a cushion in case you encounter unforeseen obstacles.
In addition, you should offer the end-user an exchange of materials such
as patch cords and cord-management products. An exchange will lower the
end-user`s cost and make your services even more beneficial.

Ducks in a row

Once you have gathered
the information you need and you have given the end-user an initial report,
it is time to gather the materials needed to complete the project. Following
are the essentials of most projects. You will probably find that some
jobs have unique needs that mandate additional materials:

- Parts list--Using
the diagram, photos, or videotape, thoroughly analyze the management system,
rechecking your site visit. Make a list that includes the number of cord
managers you will need, additional hardware such as screws or D-rings,
and the number of patch cords. Include in your list one-for-one patch-cord
replacement. Keep all estimates on the high side because once you start
removing patch cords, you have to make do with what you have at the site.
If you are a contractor, you should be able to pull a lot of materials
from stock.

-Tools--You will need
field testers for the media you will work with, as well as a toner, amplifier,
and other typical tools for moves, adds, and changes. Carry RJ-45 and
RJ-11 type plugs, as well as a crimp tool, because you may have to make
a few cords that require different pin configurations than those which
you`ll have with your off-the-shelf cords.

- Labels--Purchase
a booklet of 1/4-inch round labels (such as Avery labels stock number
05795) or similar colored labels. These small labels are used to indicate
the ports on patch panels and blocks into which cords are plugged. This
size works well because it does not obstruct numbers printed on panels
or blocks. Take some different colored tape and nonerasable markers in
case you need to label any cables.

-Aprons--It is a good
idea to purchase a two- or three-pocket apron for each technician who
will work on the cleanup project. These aprons cost about a dollar apiece
at a hardware store and will provide the technicians easy access to the
patch-cord adjuster pieces at the job site.

- Unshielded twisted-pair
patch cords--Take at least as many patch cords as the end-user has in
the system so you can provide a one-to-one swap. You should already have
determined patch-cord sizes in your preliminary research. The alternative
to a one-to-one swap is to have an additional person on-site to untangle
the mess of cords that is removed during the cleanup. Untangling is usually
a time-consuming process and is often rushed when performed at the site.
The patch-cord exchange actually lowers your labor cost because you can
have an employee untangle the mess at the office when time permits.

- Fiber patch cords--Because
of the cost and the small number of fiber patch cords in the system backbone,
a one-to-one exchange of these cords is not usually necessary. However,
it is wise to bring a few fiber patch cords in case damage occurs during
the project.

- Cleanup schedule--Give
yourself at least two weeks to prepare, and schedule the project to take
place over a weekend. Typically, a project will start on a Friday and
continue through Saturday and possibly Sunday. Make it clear in the schedule
and to the end-user that you will be in on Friday to start labeling and,
by Friday evening, you will start removing patch cords. Solidify plans
to notify network users well in advance that the network will be down
on Friday night, Saturday, and possibly Sunday. This is important because
if there is a conflict, you must know about it in advance to accommodate
it, if possible. If a few individuals have high-priority needs, plan to
bring up their computers and telephones first, once your installation
is complete.

- Access plan--Ensure
your access to the customer site during the scheduled time. Arrange to
park your vehicles for an extended period. Parking can be a problem on
weekends and after 9:00 PM in some cities. Also confirm your access to
all involved areas of the building, including equipment rooms, closets,
and office areas. Require that all security codes be available to you
and your customer contact.

- Technician schedule--Inform
your technicians that this will be a weekend job, and I recommend that
you use your best technicians. This is one job in which you cannot afford
to spend time instructing and coaching your team at every step.

Getting the job done

When you arrive at
the job site on Friday to begin the cleanup, you should be well-prepared,
thanks to your advance planning. You have thoroughly analyzed the patch-cord
management system, developed a plan by which you will replace the existing
patch cords with new ones, gathered the appropriate number and quality
of technicians around you, and brought all necessary materials with you.
Here are the procedures you will go through to complete the project:

- Finalize the checklist--Make
sure the network users know that their equipment will be down--perhaps
through Sunday. Also, get from the end-user the workstation locations
of those network users who might be in during the cleanup period, as well
as a list of the critical network components such as servers and routers.
You will need this list to ensure that critical components are the first
to be brought back up. Finally, double-check to make sure that you will
be granted proper access and parking privileges throughout the weekend.

- Label the ports--Affix
colored sticker dots at the ports on patch panels and blocks that have
cords plugged into them so you can identify the proper ports once you
have removed the existing patch cords. I use a color scheme that lets
me identify ports of different type and priority. For instance, red dots
signify critical network components, blue dots signify users who will
be working during the cleanup, yellow dots signify 10Base-T ports, and
green dots signify 100Base-T ports. Remember that when you affix these
dots, the patch field is highly congested. So take time to review the
dots once they are all affixed to ensure that all ports are properly labeled.

- Sort the patch-cord
adjusters--Separate the patch-cord adjusters. Then place the bases and
the covers into separate pockets of your apron.

- Remove the patch
cords--Unplug all the patch cords, starting at the top of the panel or
block and working your way toward the bottom. Remove the cords in large
groups, rather than one at a time. Removing them one at a time increases
the likelihood of snagging and breaking the modular-plug cord tips and
increasing labor time.

- Adjust the new patch
cords--Remove the patch-cord adjuster base and cover from your pouch and
clip them onto a patch cord. Adjust the cord to the length required for
that patch, then clip another patch-cord adjuster onto the cord. This
process takes a few seconds and is necessary to prevent future maintenance
problems.

- Make the connections--Patch
all cords back into the appropriate ports, using the colored dots as your
guide.

- Test the connections--Have
the end-user try to use some computers while you are still patching to
see if the computers can access critical locations. The end-user will
determine the number of network connections to be checked, but typically,
10% is sufficient.

Now that the repatching
is done and the TC is cleaned up, you must implement a maintenance plan
to ensure that the aesthetic appeal lasts. Listed below are several ingredients
for a successful patch-cord maintenance plan:

-Monday morning follow-up--Send
one of the technicians who was involved in the cleanup to the site on
Monday morning. If you cannot do that, at least have one of these technicians
on call that day. In my experience, I have found that typically fewer
than 2% of the patches are done incorrectly, and most of those misplacements
can be traced to a color dot`s being incorrectly placed on a port.

- Training--You must
train your customers. Lack of training is detrimental to the life cycle
of the patch-cord management system. Instruct the patchers--whom you identified
earlier--in how to use patch-cord adjusters, which should take about three
minutes. Emphasize that adjusting the patch cord`s length is essential
each time the customer performs a patch.

-House calls--Stop
by the site after six months, then again after a year, to review system
management. As long as the task of using the patch-cord adjuster on each
cord is implemented, the system`s appearance and performance will remain
steady.

- Before-and-after
photos--Display before-and-after photos, if available, to remind personnel
working in the TC about the former rat`s nest and to show them that with
minimal effort, they can maintain the integrity of the patch-cord management
system.

Contractors, manufacturers,
and end-users should work together toward the day when perfectly arranged
patch-cord management systems that are displayed in trade-show booths
and print advertisements will actually be true-to-life depictions.

This cabinet restricts the space in which patch-cord
slack can be managed. Too much restriction can harm a patch-cord manage-ment
system.

The use of 8-foot patch cords in this 110-block wall
field left excessive, unmanaged slack.

Andersen Consulting`s Jay Feliciano demonstrates
the ease with which he can trace a patch cord, now that he has successfully
completed the patch-cord management program.

Andersen Consulting
puts patch-cord management plan into action

Andersen Consulting,
a global management and technology consulting firm, employs more than
53,000 professionals and earns more than $6 billion annually. The firm`s
mission is to help clients from a wide range of industries achieve success
by aligning people, processes, and technology with sound strategy to achieve
optimal business performance.

As a rule, Andersen
Consulting looks outside traditional industry borders to expand and improve
its business. That approach is in line with the recent steps that one
division of the company--The Financial Ideas Exchange--took to upgrade
the performance and aesthetics of its patch-cord management system. The
division is located in the heart of Manhattan and was dealing with a patch-cord
management system that was as tough to negotiate as New York City traffic
and is typical of our industry; it looked like a rat`s nest.

Andersen dealt with
two Category 5 management structures. One was a cabinet with patch panels
and a concentrator with 100Base-T and 10Base-T boards, and the other was
a 110 wall field with more than 350 patch cords interfacing between the
horizontal cabling system and the network equipment. The Andersen Consulting
Technology team, led by Jay Feliciano, constantly faced loose connections,
excessive time spent tracing patch cords, and the everyday embarrassment
of unattractive management systems. The team had repeatedly attempted
to clean up these systems, using traditional management techniques that
did not work for them.

Finally, Feliciano
decided to try the PerfectPatch, a device that provides adjustability
to each patch cord and custom fits the cord in seconds.

"It seems like such
a simple concept; you really can`t believe its performance until you see
it for yourself," Feliciano says. "Now all I have to do is look at the
management system to see if the people on my staff are using the PerfectPatch
on each cord. And I know my system looks great and functions well."

Tom Suder is vice
president of Concert Technologies (Dulles, VA), which manufactures the PerfectPatch
patch-cord adjuster.